How to Protect and Improve Your IT Systems During a Move
At some point, almost every company needs to relocate. Moving furniture and updating addresses is cumbersome enough, but the modern organization also needs to move its entire IT structure.
Yes, relying on cloud computing and SaaS architecture through an MSP will make access to corporate data a seamless process, but you still have the hardware, the infrastructure, network connection, new security plans and server migration to plan for and protect.
Like so many things in IT, you need a plan in place long before the move begins to make sure that the entire process goes smoothly.
IT Should be Involved from Start to Finish
The IT team should be included in the moving plans from the beginning because their role will need to start immediately.
After designating a point person on the IT team, that person will work with other departments to develop a relocation plan. This plan should include:
- A timeline of the moving process. It’s recommended to start planning at least 2-3 months before the anticipated move.
- A complete inventory of the current infrastructure, hardware and software systems.
- Visits to the new location to investigate things like electrical outlets, ports, the existing infrastructure situation and even ventilation in the IT data room.
- Confirmation of whether the new location is set up well for the current wireless equipment or if more/newer models need to be purchased.
- Creating a checklist of equipment needs, i.e., how many ethernet cables will be necessary, whether power strips will be needed to set up desks in the desired locations, or if there is adequate space available in the designated server room.
- Working with the facilities manager to best design the IT setup for each department and/or individual employees.
- Pulling the list of Internet providers available to the building and making sure the Internet is installed before the move date to ensure all is working on day one.
- Informing your technology partners about the impending move.
- Planning for cancelation of any services at the old location
Take the Opportunity to Audit Your Equipment
This is an ideal time to take a complete inventory of the company’s IT equipment. Not everything will need to be relocated. An equipment audit will discover what pieces of equipment should be replaced or updated, what hardware is no longer used and can be retired, and evaluate how employees are using technology. For example, an audit of the telecommunications system will provide insight into how employees use the phone system, who needs to have a phone on their desk versus mobile devices and what the right type of phone network will be most efficient in the new location.
Data Protection is Imperative
A move can put your data at risk, even if most of it is stored in offsite servers. Accidents and theft can happen during a move, resulting in data being lost, stolen or compromised. The IT relocation plan needs to include a checklist of everything that should be backed up so nothing critical is forgotten. And then create multiple backups. If there is a problem, having multiple backup options should get the company up and running quickly.
Avoid Down Time through Strategic Planning
The worst-case scenario for any organization is down time. A poorly planned relocation could take the business operations offline for an extended period of time. The IT plan should have a strategy that makes disruptions minimal for customers and employees. Laying out a timeline of the packup, move, and unpack, as well as troubleshooting in the new location, will help identify flaws. Moves can take time so be mindful of how long people are in the office. Plan for breaks or allow them to only arrive at needed times to reduce mistakes, improve morale and avoid too many people crowding up useful working and moving space.
Test—Test Again—and Provide Support
Whoever is managing the IT move, whether internal IT or a managed service provider, should conduct thorough testing of the new setup to make sure everything is working properly. That includes phone systems, email and internet connection strength.
No matter how well you plan and test for the move, there likely will be some confusion or hiccups. Be prepared to be available for the first week in the new office space to answer questions or help employees during the transition—hopefully there is nothing more serious than getting a computer to communicate with the printer.